Administrative Specialist

Join AIR as an Administrative Specialist with our Business Development Team. The Business Development Team (BDT)  is an agile, highly responsive team that works centrally to help manage proposal planning and development activity across AIR, operationalize best practices, and maintain proposal-related content, tools, trainings, and processes.

The BDT team includes Business Development Operations, Market and Competitive Intelligence (M&CI), Pricing and Business Pre-Award, and Proposal Management.

Candidates hired for the position will have the option to work remotely within the United States (U.S.) but will be expected to be onsite at our North Bethesda, MD and Arlington, VA office as needed.

About AIR:

Established in 1946, with headquarters in Arlington, Virginia, AIR is a nonpartisan, not-for-profit institution that conducts behavioral and social science research and delivers technical assistance to solve some of the most urgent challenges in the U.S. and around the world. We advance evidence in the areas of education, health, the workforce, human services, and international development to create a better, more equitable world.

AIR’s commitment to diversity goes beyond legal compliance to its full integration in our strategy, operations, and work environment. At AIR, we define diversity broadly, considering everyone’s unique life and community experiences. We believe that embracing diverse perspectives, abilities/disabilities, racial/ethnic and cultural backgrounds, styles, ages, genders, gender identities and expressions, education backgrounds, and life stories drives innovation and employee engagement. Learn more about AIR's Diversity, Equity, and Inclusion Strategy and hear from our staff by clicking here .

The responsibilities for the position include:

• Provides administrative support to senior staff including scheduling meetings, making meeting/travel arrangements, maintaining schedules and team calendars, note taking for internal meetings, and disseminating meeting materials as needed.
• Develops, implements, and utilizes planning, scheduling, and tracking systems, processes and procedures to provide effective administrative support services for the Business Development Team (BDT) and its VP.
• Manages distribution lists and ensures accuracy for communication to the entire Team.
• Supports Business Development projects, budgets, and schedules.
• Maintains VP calendar and coordinates meetings with staff as necessary.
• Maintains and ensures confidentiality of all written and verbal communications initiated by VP.
• Gains familiarity with PreAward, Proposal Development/Management, Pricing, and activities to answer questions and/or refer questions to appropriate staff.
• Utilizes knowledge of, and advocate compliance with, corporate policies when interacting with staff.
• Updates and maintains content for the BDT Intranet site, collaborating with staff as necessary.
• Coordinates contracts and invoicing for BDT-related consultants and contracts as needed.
• Promotes staff engagement by welcoming new hires, celebrating anniversaries, and assisting with other employee engagement initiatives.
• Other related tasks and projects as they arise. 

Education, Knowledge, and Experience:

• Minimum of High School Diploma with a minimum of 5 years of administrative experience; or bachelor’s degree with a minimum of  4 years of prior administrative experience. 
• Experience working collaboratively with teams across multicultural contexts.
• Experience working independently and effectively while demonstrating initiative and resourcefulness in a fast-paced environment.  

 Skills:

• Excellent interpersonal skills with the ability to collaborate effectively with individuals at all levels and from diverse backgrounds.
• Ability to effectively work with and respond to inquiries from internal staff members at all levels as well as external partners.
• Excellent organizational skills to manage multiple activities with tact and diplomacy.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, Teams, Zoom, and other web platforms.
• Ability to handle multiple priorities and ensure timely follow-up. 
• Excellent communication skills with the ability to collaborate efficiently in a virtual work environment. 

Disclosures:

Applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for this position. Depending on project work, qualified candidates may need to meet certain residency requirements.

All qualified applicants will receive consideration for employment without discrimination on the basis of age, race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.

AIR adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo reference and background checks.

AIR’s Total Rewards Program , is designed to reward our staff competitively and motivate them to achieve our critical mission. This position offers an anticipated annual salary of $28.00 - $35.00 per hour. Salary offers are made based on internal equity within the institution and external equity with competitive markets. Please note this is the annual salary range for candidates that are based in the United States.

AIR maintains a drug-free work environment .

Fraudulent Job Scams Warning & Disclaimer:

AIR is aware of individuals falsely presenting themselves as AIR representatives. Fraudulent job scams seek to extract sensitive information or money from victims. To protect yourself, please be aware that AIR recruitment will only email you from an “@air.org” domain. Please take extra caution while examining the email address, for example jdoe@air.org is correct and jdoe@aircareers.org is not a legitimate AIR email address. If you are unsure of the legitimacy of a communication you have received, please reach out to [email protected] .

If you see a job scam, or lose money to one, report it to the Federal Trade Commission (FTC) at ReportFraud.ftc.gov . You can also report it to your state attorney general . Find out more about how to avoid scams at ftc.gov/scams .

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